Executive Assistant

Job Description

Assists the Vice President of Creative department by performing the following duties.

FUNCTIONS OF THE JOB:
• Available to Vice President during normal office hours and reasonable availability during non-office hours
• Maintain highest levels of confidentiality and discretion
• Answer all incoming calls to Vice President executive office
• Maintain and update calendar for Vice President
• Liaise with travel department for all tickets, hotels and various travel arrangements for Vice President, songwriters, and others as requested
• Compile and disseminate information to Vice President regarding department situations, events and employees when necessary
• Prepare advances for BMI affiliates
• Maintain and update contact information for all industry executives, writers, associates pertaining to Vice President/Creative database
• Research information on current and prospective affiliates via internet and/or BMI database
• Maintain relationships with current and new writers, industry executives and personal acquaintances of Vice President
• Answer affiliate inquiries about BMI policies, practices and royalty payments
• Act as a liaison between Creative employees and Vice President
• Work with senior executives on special projects, such as showcases, studies, and meetings, as requested
• Supports our BMI Core Values and cultivates a culture of diversity and inclusion
• Regular attendance
• Other duties as assigned

Events Liaison
• Attend special events hosted by or pertaining to Creative/BMI
• Work with senior executives on special projects, such as showcases, special events, and meetings, as requested

Budget/Accounting
• Use due diligence to see that all expenditures for department are accounted for and fall within limits of annual budget – and responsible for updating senior level management if any problems or unforeseen issues relating to budgets arise
• Update budget on daily basis with individual invoices, expense reports, vendor requests, etc.
• Forecast and update monthly and annual budget as reported to senior and executive leadership
• Attend all accounting training for new and updated procedures on behalf of department
• Act as point of reference for any and all accounting needs directly related with departmental budget
• Act as trainer and reference for departmental accounting software needs

QUALIFICATION REQUIREMENTS:
• Bachelor's Degree or equivalent
• Minimum 3 years' administrative experience
• Excellent verbal and communication skills
• Proficiency in Microsoft Office
• Experience working with and maintaining database systems and reports, as well as word processing and spreadsheets
• Ability to establish a constructive and informative relationship with employees, management, writers and publishers
• Ability to interact professionally with a diverse population, and with all levels of staff and management
• Able to work independently and with good judgment
• Attention to detail
• Ability to prioritize multiple assignments to meet deadlines
• Strong typing and proofreading skills
• Working knowledge of the music industry
• Proven ability to interact professionally with music industry leaders

Experience Required:

At least 3 years experience.

Education Requirements:

4 Year Degree

Jobcode: Reference SBJ-g461yz-3-144-113-30-42 in your application.